Business Support, Administrative Services

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

What this job involves

This role is the face and voice of Floreat Forum, dealing with customers, contractors, retailers and staff members.  Our ideal candidate will be a people person who can multi task, be calm in the face of conflicting priorities, and enjoys a varied work load.

You will be responsible for:

Administration & Reception

·        Ensure Reception Switchboard is manned at all times and calls answered promptly with a high level of customer service demonstrated at all times

·        Attend to any customers and contractors that enter the Reception area with a high level of customer service demonstrated at all times

·        General administrative duties as specified by the Portfolio Manager

·        Maintain and update all Shopping Centre registers – Tenant Phone List, Tenant after Hours Contact List, Tenant Insurance, Contractor Insurance, Bank Guarantee, Contractors List, Lease Registers, Key Register and Asset Register, Public Liability Register and any other specified by the  Portfolio  Manager

·        Maintain and update the archive management system

·        Assist Retail Manager with purchase order entry, creditor invoice batching and tenant invoice distribution

·        Assist  Portfolio  Manager with issuing of outgoings statements and during annual audit process

·        Update the tenant public liability insurance register and issuing reminder notices for renewal certificates as required

·        Updating extended trade register as requested by Portfolio Manager

·        Weekly filing of invoices and reports

·        Daily receipting and banking

·        Maintain and monitor petty cash and reconcile funds

·        Enter incidents as required

·        Maintain and update the lease register and tracking sheet

·        Maintain lost and found register and manage process

·        Ensure the Reception Area, Utilities Area, Boardroom and general office areas are kept clean at all times.

·        Manage bookings for customers services, wheel chair and mobility

·        Maintain office stationery and order as necessary.

Operations Administrative Tasks

·        Co-ordinate and communicate induction processes of CM3 & Sassi Contract Management System to all contractors on site and manage the return all site keys at the end of each day.

·        Monitor the SASSI Contractor Management System and issue all requirements for induction for contractors

·        Maintain fire alarm register

·        Liaise with the Operations Manager and Security Company to arrange all after hours security jobs on site for tenants or contractors when required. 

Marketing Administrative Tasks

·        Assist with collecting and entering sales figures from tenants on a monthly basis.

·        Assist with collecting and entering  traffic figures on a daily basis

·        Enter community bookings on the SML run sheet

·        Manage community notice board and update on a weekly basis.

·        Assist with all marketing activations

General

·        Take advantage of all training provisions provided by JLL and enhance your professional skills within the company if desired

·        Assist in Emergency Management at any given time

·        Hold a high level of confidentiality at all times for all management issues

·        Any other duties as specified by the Portfolio Manager.

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.